Executive Assistant at KPMG Professional Services

Employment Nigeria 07-Jul-2017 LAGOS , Administrative

POSITION : Executive Assistant

Responsibilities

Taking initiative in programme/project planning, development, and execution of agreed work plans within established time frames
Training and providing effective coaching, feedback and motivation to entry-level staff in the division/unit
Coordinating with other staff/team members regarding general business/office activities to ensure proper understanding of agreed goals/firm objectives
Clear communication and active seeking of ideas/suggestions for process improvement
Liaison with vendors, third-party agents and regulatory authorities while ensuring adherence to Service Level Agreements and compliance with regulatory requirements
Coordination and making arrangements for official travels/trips, including bookings, obtaining of visas, itineraries and residence / work permits for expatriates (if required), etc.
Provision of full range of secretarial duties, including screening/receiving/coordinating visitors, screening/handling phone calls, typing documents, proofreading, copying, transcribing dictation, keeping confidential records, handling mails/correspondences/faxes
Provision of facilities management support and coordination of all maintenance, servicing and repairs pertaining to office equipment
Preparation, planning, organization and management of weekly schedules, and application of Standard Operating Procedures
Administration and coordination of training programmes when necessary
Planning, scheduling and coordination of informal events such as cards / gifts for birthdays and other celebrations
Overseeing allocation of staff lockers and general pool management
Maintenance of an accurate filing system and document control
Maintenance of data privacy and confidentiality of necessary administrative affairs
Managing special projects / activities / tasks
Advanced, diversified administrative duties e.g. preparing weekly & monthly reports, preparation / distribution of minutes of meeting, composing correspondence/memos/documentation, updating manuals, maintaining logs
Generation/gathering of data/information from various sources (e.g. reports, logs, files, etc.) Reviews invoices and other data for inaccuracies and inconsistencies
Scheduling and making arrangements for meetings, appointments, conferences, and assembling necessary requirements and resources. Managing Outlook calendars as well
Provision of support to management in attending to requests or enquiries
Managing time reporting, expense reporting, procurement, reconciliation and retirements
Authoring or creating documents, spreadsheets and presentations
Resolving both routine and complex administrative problems

Qualifications

Well-dressed, presentable and professional outlook
Broad and comprehensive knowledge of administrative policies, procedures and processes
Deep knowledge and good understanding of underlying operational issues
Team-oriented individual with good relationship skills
Working knowledge of the Microsoft Office suite, including but not limited to Word, Excel, PowerPoint, Outlook, etc.
A good First Degree or its equivalent in any discipline from a reputable institution
Possession of a Certificate in Secretarial Studies or a similar certification will be an advantage
A minimum of three (3) years’ relevant post-NYSC experience, preferably in a similar position in a multinational
Demonstrable competencies in corporate services
High ethical standards and proven integrity
Excellent persuasive and negotiation skills
Good research and documentation skills
Strong analytical and problem-solving skills
Extensive knowledge of modern office administrative practices and equipment usage
Articulate, with excellent written and verbal communication skills
Proven ability to multitask or deliver on multiple tasks within tight timelines
Strong planning and organizing skills
Ability to work independently (without supervision)
Excellent computer skills and adequate knowledge of a variety of software programs
Sound judgement, discretional ability and good decision-making skills

Experience

3 years’ relevant post-NYSC experience, preferably in a similar position in a multinational

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Executive Assistant at KPMG Professional Services

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